Minutes of the Annual General Meeting of the Suffolk Concert Band held on

Wednesday 11th March 2009 at 7.45pm, at Holy Trinity Church Hall, Ipswich

 

Chair: Mr Brian Annis (VP)

Members Present: 28

Others: Mr Roger Jones (MD), Mr Barry Salmon (VP), James Leverage

 

1.       Apologies for absence

These were received from: Gordon Scopes, Mike Vorndran, Lucy Lennard, Alison Butler, Denis Kensett, Sue Carter, Pearl Gibson.

 

2.       Adoption of minutes of meeting held on Wednesday 13th February 2008

The minutes were adopted by the meeting.

 

3.       Matters arising from meeting held on Wednesday 13th February 2008

There were no matters arising.

 

4.       Proposals for Vice-Presidents

There were no proposals for Vice-Presidents.

 

5.       Proposals for Honorary Members

There were no proposals for Honorary Members.

 

6.       Officer reports

6.1.  Chairman – Toby Hope

“I’ve got a very short report this year, so we can all quickly get on with doing what we come here to do! Making Music!

 

First, a few thank yous.

 

I’d like to thank the committee and Roger for all their hard work over the last year. We are all very grateful for the time and effort they put into the smooth running of the band.

 

A couple of special mentions:

 

Angela who is the hardest working committee member has again done us proud as secretary, even coming to the meeting tonight, despite being a new mum. THANK YOU!!!

 

Also, Mandy who has really quickly got back to grips with the library when Sarah resigned. This was all at very short notice and this aspect of the band seems now to be running very well. THANK YOU MANDY!

 

As you may know, this is my final AGM as chairman of the band. I can’t claim to have changed anything substantial particularly, but it has been a great experience being involved with the SCB and being part of the organising process. When we’re in the mood, the band really plays very well and this is thanks to the talent and commitment of all of you. Well Done!

 

The challenges that face us as an organisation are still the same as they were 3 years ago when I started my stint as Chair; diminishing audiences, attracting youngsters into the band, but most critically, getting you bu***rs to fill in the attendance sheets on the notice board. Some things never change.”

 

6.2.  Secretary – Angela Hope

Nothing to report.

 

6.3.  Membership Secretary – Gordon Scopes

“Welcome to the members who have joined us in the last 12 months.

Attendance at rehearsals has not been at the level of previous years which does not make it fair on Roger. Please try to improve your attendance in the coming 12 months.

Thank you for your support at engagements and completing the engagement notices in good time.

Thanks to all who get the hall ready, make the drinks and clear up at the end of rehearsals. It would help if we all did more to help.”

 

6.4.  Librarian – Simon Pulham

i)        Simon Pulham thanked Mandy Chinery for taking over the librarian duties at short notice. Sarah Scott found the job impossible due to her work commitments and initially Simon and Mandy were to share the job.  However, after Simon’s heart attack, Mandy has done most of the work.

 

ii)       Simon also thanked Trevor Daldry and Alstons for the donation of the trailer which will re-house the library in the immediate future.

 

iii)     Simon felt that it is time that a younger member should take an interest in the library and reported that Tom Rumbold has volunteered to be appointed onto the committee in the role of assistant librarian.

 

6.5.  Concert Manager – Trevor Daldry

Trevor Daldry thanked everyone who had helped him over the year.

 

6.6.  Treasurer – Ray Wilson

i)      “I have pleasure in presenting the accounts for 2008 which have been examined and approved by the Independent Examiner, Mr Ian Bickers.

 

You will see that we have had a successful year financially. An increase of some £700 in income over that for 2007, while maintaining expenditure at about the same level. The excess of income over expenditure in 2008 amounts to over £1000 (as a charity we are not allowed to talk about profits).

Added to the balance brought forward from 2007 we had a balance, on January 1st 2009, of more than £10,000.

 

I propose the adoption of the 2008 accounts.”

 

Tom Rumbold asked why the amount of gift aid tax refund was considerably less in 2008 than 2007? Ray explained that this was because he had made two claims, one of which has only been received in 2009 and will therefore be presented in the 2009 accounts.

 

It was proposed that the statement of the accounts be adopted by the meeting.

Proposed:    Ray Wilson

Seconded:   Angela Hope

The vote was unanimously in favour of the proposal.

 

ii)    “I should like to propose a vote of thanks to Ian Bickers for acting as Independent Examiner.”

 

Proposed:    Ray Wilson

Seconded:   Alison Keep

The vote was unanimously in favour of the proposal.

 

iii)   “In line with previous practice of setting next year’s subscription rates at this year’s meeting, I propose that the subscription rates for 2010 should stay the same as for 2009, i.e. £48, with a reduction to £20 for those in full-time education.”

 

Proposed:    Ray Wilson

Seconded:   Toby Hope

The vote was unanimously in favour of the proposal.

 

iv)  Andrew Farthing asked why, if the committee are requesting more help with publicity, we did not spend any money on publicity in 2008? The reasons given were that a) often members of the committee printed posters, b) for concerts such as the Spa Pavilion, publicity is rolled into the fee and c) most concerts in 2008 were organised by others. Publicity will be addressed as an agenda item at the next committee meeting.

 

7.       Musical Director’s Report

“Mr Chairman, Ladies and Gentlemen. Recapping a year is not the easiest thing to do and I certainly do not intend boring you with all that we have done. I prefer to focus on the positives and there were certainly many high points last year,  rewarding and enjoyable. Two engagements we can reflect on with satisfaction were Woodbridge and London, notwithstanding the concerts I was not available for. I also enjoy the smaller less taxing, musically that is, smaller ensemble ones such as the OCA, Needham Market and carol service in Felixstowe. These are just as important for the reputation of the band so I will always support the undertaking of them when appropriate.

 

I am once again grateful to John Whelton for coming in and conducting the band during last June and July whilst I was on tour with the RHS band in the USA. There were some high profile concerts during this period and I know you always enjoy having him rehearse and conduct you in his inimitable way. In 2010 I shall be away again during June and July, this time to the west coast of USA with the school band so you will have the pleasure of yet another conductor during this period.

 

Every year I mention our publicity and I feel I do have to keep referring to this because you deserve better audiences. We are our own best publicity. Word of mouth is by far the best way. Posters and media coverage of one form or another is useful but if you do not promote the band despite the programme content might not be to your taste or a repeat, then we will continue to only have meagre numbers. The committee do what they can, but it has to be a collective task.

 

The one disappointment has been no tour to look forward to this year. It has been one of my challenges to go on tour with Suffolk Concert band. Despite the effort we put into trying to organise one, it was not to be this year. I hope we can undertake one sometime in the future, maybe when the financial climate has a better outlook and is more stable.

 

Finally thank you once again for your support and friendship. I continue to value this very much. My thanks to Toby for his encouragement and patience during his time as Chairman and Ray for his wise counsel and excellent accounting. Also latterly to Mandy for sorting out the library. I look forward to working with the new Chairman and Treasurer whoever they might be. Thanks to the rest of the committee for all the hard work they do on your behalf. It’s not an easy task sometimes but what they do is nonetheless much appreciated by me, and hopefully you too.

 

At risk of repeating myself I will say again that despite my position I do consider myself a member of the band, if not a paid up one, and whilst I am I will continue to promote the band in a positive manner, using any contacts I have to further our repertoire and concert potential. I will never abuse the privilege of being your musical director, because it is a privilege and a great pleasure too.”

 

8.       Election of Committee

8.1.  Election of Officers

8.1.1.  Chairman – Trevor Daldry

Proposed:   Toby Hope

Seconded:  Alison Keep

The vote was unanimously in favour of the proposal.

 

8.1.2.  Secretary – Angela Hope

Proposed:   Toby Hope

Seconded:  Don Cheesewright

The vote was unanimously in favour of the proposal.

 

8.1.3.  Treasurer – Mark Cheadle

Proposed:   Pat Wood

Seconded:  Toby Hope

The vote was unanimously in favour of the proposal.

 

8.1.4.  Membership Secretary – Gordon Scopes

Proposed:   Ray Wilson

Seconded:  Brian Mitchell

The vote was unanimously in favour of the proposal.

 

8.1.5.  Librarian – Simon Pulham

Proposed:   Toby Hope

Seconded:  Trevor Daldry

The vote was unanimously in favour of the proposal.

 

8.1.6.  Concert Manager – Russell Banyard

Proposed:   Toby Hope

Seconded:  Trevor Daldry

The vote was unanimously in favour of the proposal.

 

8.2.  Election of other Committee Members

Toby Hope

Proposed:    Simon Pulham

Seconded:   Chris Robinson

The vote was unanimously in favour of the proposal.

 

Tom Rumbold

Proposed:    Toby Hope

Seconded:   Chris Robinson

The vote was unanimously in favour of the proposal.

 

9.       Approval of Independent Examiner for Suffolk Concert Band Accounts

Ian Bickers has agreed to be the independent examiner for the accounts.

Proposed:      Ray Wilson

Seconded:     Trevor Daldry

The vote was unanimously in favour of the proposal.

 

10.    Uniform

The committee proposed that they would like to unify the band uniform and purchase trousers/skirts, shirts and bowties for all members. Samples were made available for members to view. It was proposed that this should be investigated further and an official proposal put to the members in a few weeks.

 

Proposed:      Mandy Chinery

Seconded:     Jane Walker

The vote was unanimously in favour of the proposal.

 

11.    Any Other Business

There was no other business.

 

Ray Wilson proposed a vote of thanks to the chair of the AGM, Mr Brian Annis.

 

Meeting closed at 8.20pm